Procurement Assistant (Temporary)

Org. Setting and ReportingThis position is located in the), Regional Office for Southern Africa (ROSAF), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC), with duty station in Pretoria, South Africa. The Procurement Assistant will work under the overall supervision of the Regional Representative and the guidance of the Regional Office Procurement Delegation of Authority. For more information on UNODC, please visit www.unodc.org ResponsibilitiesWithin assigned authority, the Procurement Assistant will be responsible for the following specific duties: Procurement • Ensure full compliance of procurement activities with UN rules, regulations, policies, through implementation of effective internal controls. • Elaborate the contents of internal procurement Standard Operating Procedures (SOPs) and map ROSAF procurement business processes in consultation with direct supervisor and office management. • Review, record and prioritize purchasing requests and obtain additional information/documentation as required; provide assistance to requisitioners in preparing scope of work and specifications of goods and services; propose product substitutions consistent with requirements to achieve cost savings; determine the availability of funding sources. • Identify and recommend sources of procurement; interview potential suppliers ensuring that all potential vendors are registered with the UNGM and synchronized in UMOJA. • Produce tender document (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved. • Prepare abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc. • Assist in the development of Long-Term Agreements/Frameworks Agreements for more efficient category management. • Enter into negotiation of terms and conditions of orders under the guidance of Procurement Officers; obtain credit and other information on proposed suppliers. • Finalize purchase orders and contracts for approval by the Procurement Delegation of Authority; may authorize purchases in line with delegated signature authority, and, if required, prepare submission to the Contracts Committee for review and subsequent approval by the authorized official. • Resolve issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepare and sign Return to Vendor forms for unacceptable and/or damaged goods received. • Maintain relevant internal databases and files; keep track of any contractual agreements, direct provisioning contracts, etc. and inform affected users of contractual rights and obligations. • Research, retrieve and present information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market. • Draft a variety of correspondence. • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Represent ROSAF in the Procurement Working Groups of the Operations management Teams in the region. ICT • Provide onsite support system upgrades and implement ICT infrastructure changes, install systems, network components and software, recommending best technical solutions on ICT systems and applications, as well as provide onsite support in installation, configuration and upgrading servers, backup systems, desktop and laptop computers and software used in the mission, • Maintain communication systems/equipment including, mobile lines, Hosted PABX, VOIP and other sat-phones, internet access, and all other communication related matters and support data and system integrity by setting up and administrating ICT security systems: anti-virus, backup routines, access controls, firewall and physical security. • Follow ROSAF ICT Standards and liaise with UNODC Headquarters for the installation and running of VPN-access to the WAN. • Maintain regular updates to the technical documentation for the voice and data networks as well as appropriate maintenance contracts for all ICT equipment. • Maintain necessary documentation for system maintenance and support procedures. • Advise programmes on ICT equipment procurement. Asset Management • Maintain and update Asset Register of the Office. • Properly record and dispose ROSAF Asset in Umoja • Conduct physical verification of ROSAF asset and update in Umoja • Facilitate donation of ROSAF equipment • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assist with visualizations and updating information material such as web pages or brochures. • Perform other work-related duties as assigned. Competencies• PROFESSIONALISM: Has knowledge of procurement policies, processes and procedures generally and, in particular, those related to the purchase of supplies and services. Has knowledge of financial rules and regulations and ability to research and gather information from a variety of standard sources and to apply good judgment in the context of assignments given. Has ability to perform analysis, modelling, and interpretation of data in support of decision-making. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. • TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. • PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. EducationHigh school diploma or equivalent is required. Job - Specific QualificationA Chartered Institute of Purchasing and Supplies (CIPS) Level 4 Diploma or equivalent is required. Training in Information Technology, Computer Science, or closely related field is desirable. . Specialized training in assets management is desirable. Work ExperienceA minimum of five years of work experience in procurement, administrative services, ICT and/or a related field is required. The minimum number of years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. At least two (2) years of work experience in procurement of high-value and of complex scope of goods and services from worldwide sources and for diversified clients in multiple countries is required. Work experience with an Enterprise Resource Planning (ERP) system is required. Work experience with advanced computer applications (MS Word, Excel, Powerpoint, Internet, Email, etc.) is required Progressively relevant work experience in asset management is desirable. Work experience with SAP/Umoja is desirable. Work experience within the United Nations system or similar international organization is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. There are no additional desirable languages specified. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).